As the leaves change colors and the weather turns cooler, it's not just your yard that could use a little seasonal cleaning. Your HubSpot portal, the heart of your marketing operations, could also use some tidying up. A well-organized HubSpot account can boost productivity and keep your marketing efforts on track. With the air turning crisp, there’s no better time to sit down with a pumpkin spice latte and get some fall HubSpot portal cleaning done.
The Importance of a Clean (HubSpot) Home
With over 58% of businesses emphasizing the critical role of their CRM systems in achieving success, your CRM should function much like an efficiently organized house. Just as a tidy home promotes productivity, maintaining a clean and organized HubSpot account paves the way for enhanced efficiency. This best practice ultimately helps businesses make informed decisions, opening the door to higher achievement. If I had to call out some of the biggest benefits of an audited and tidy HubSpot portal, that list would include:
Efficient Resource Retrieval: An organized HubSpot portal makes finding digital assets and data quick and easy, saving you time and boosting productivity.
Cost Savings: By removing unnecessary contacts and other resources, you can cut down on subscription costs, helping your budget.
Data Accuracy: A well-maintained account ensures your marketing, sales, and customer service efforts are strategically implemented based on accurate data. Messy, outdated data doesn’t serve you.
10 Steps to a More Organized Hubspot Portal
Make the most of your audience relationships with a tidy HubSpot portal. As businesses collect more data and more members use the platform, HubSpot portals can become cluttered and disorganized. In the world of customer relationship management (CRM), keeping your HubSpot account clean and organized is a big success factor. Enhance your digital asset management, improve data accuracy, and boost the effectiveness of your marketing strategy by taking some time to rake up the leaves of extra data.
1. Regularly Review and Organize Your Contacts
Your contact database is the foundation of your marketing efforts. Regularly review and clean up your contacts by removing duplicates, outdated entries, or irrelevant contacts. While you’re at it, it’s a good idea to bulk up the quality of your contact database by adding as many comprehensive details as you can. Consider segmenting your contacts based on various criteria such as demographics, behavior, or lifecycle stage. This segmentation helps you personalize your marketing efforts and boost campaign efficiency.
2. Maintain a Consistent Naming Convention
Imagine trying to find your favorite sweater in a messy closet… yeah we’ve all been there, it’s not very fun. Establishing a clear naming convention for your assets, such as email templates, landing pages, workflows, and campaigns, is like labeling your closet shelves. Consistent naming makes it easier to locate and manage assets, especially as your portal grows.
3. Streamline Your Workflows
Workflows are the gears that drive your marketing automation engine. Review your existing workflows and remove any that are outdated or repetitive, and be sure to review workflows with errors or those flagged as Needs Review. Optimize and simplify your workflows to ensure they align with your current objectives. Streamlined workflows can save you time and resources.
4. Clean Up Email Lists
A cluttered email database can seriously harm your email marketing efforts. Regularly clean up your email lists by removing bounced or unsubscribed contacts. One of my recommendations is to create an active list that pulls contacts who have bounced and/or unsubscribed for easy cleaning. This helps maintain a healthy deliverability rate and ensures that you're targeting engaged and interested recipients.
5. Archive or Delete Unused Assets
In a cluttered workspace, finding what you need can be frustrating. The same goes for your HubSpot portal. Removing unnecessary assets reduces clutter and makes it easier to find what you need. Review your files to determine which ones are active and which can be archived. This includes old landing pages, email templates, or campaigns that are no longer in use.
6. Implement Folder Structure
Organize your assets, such as emails, landing pages, and files, into logical folder structures. This is kind of like sorting your fall wardrobe into categories, you’ve got your sweaters, pants, coats, etc. It makes it easier to navigate and locate specific assets when you need them.
7. Regularly Update and Optimize Your Reporting
If you read our last blog, you probably know that effective marketing relies on data. Review and refine your reporting dashboards and metrics to track the most relevant and actionable data. Check on these often and review your reporting to identify areas for improvement and tweak your strategies accordingly.
8. Monitor and Manage Integrations
One of the great perks of HubSpot is that you can integrate it with other tools and platforms. With that being said, reviewing and managing those integrations ensures your integrations are functioning effectively. A well-oiled HubSpot machine runs smoothly when all of your integrations are used properly and any unnecessary or underutilized elements are removed.
9. Train and Educate Your Team
Your team is the most important aspect of your marketing efforts. Make sure you equip them with ongoing training and education so they can effectively use HubSpot too. This guarantees that everyone is on the same page and able to use the platform to its full potential while following your set best practices for data management and organization.
10. Stay Updated with HubSpot Resources
Your team is the most important aspect of your marketing efforts. Make sure you equip them with ongoing training and education so they can effectively use HubSpot too. This guarantees that everyone is on the same page and able to use the platform to its full potential while following your set best practices for data management and organization.
HubSpot is continually evolving. Stay informed about new features, updates, and best practices by regularly checking in on HubSpot resources. They are the author of one of our favorite blogs, but they also have incredible content through their knowledge base, webinars, and community forums. All of these HubSpot resources show you additional ways to leverage the latest tools and insights, so you can continue to keep your portal clean and efficient.
Evaluate The Big Picture
After you’ve completed your kick-off cleaning efforts, conduct a complete evaluation of your HubSpot assets. Gaining an understanding of the scope of your work allows you to prioritize future tasks effectively. Once you’ve identified your marketing goals and any pain points that have been slowing down your progress based on your cleaning observations, you'll have a better understanding of the state of your HubSpot portal and its future needs. Compile a list of actionable tasks you can tackle to improve and establish a timeline to address the issues as they arise. Clear priorities are essential to reaching, and maintaining, the end result of an organized CRM system.
By implementing these HubSpot audit tips, you can perform a thorough fall cleaning in your portal, improve productivity, and maximize the value you get from the platform. Just like preparing your home for the colder months, preparing your HubSpot portal for success isn’t a one-time thing. By implementing these best practices and incorporating regular cleanup routines into your workflow, you'll maintain a well-organized and efficient HubSpot account.